Download SPList Export for SharePoint 2007 User Manual

SPList Export for SharePoint 2007 (SPListX)
SPList Export for SharePoint 2007
User Manual
Last Updated: January 2009
Copyright © 2008-2009 Vyapin Software Systems Private Ltd. All rights reserved.
This document is being furnished by Vyapin Software Systems Private Ltd for information purposes only to licensed users
of the SPListX software product and is furnished on an “AS IS” basis, that is, without any warranties, whatsoever, express
or implied. SPListX is a trademark of Vyapin Software Systems Private Ltd. Information in this document is subject to
change without notice and does not represent any commitment on the part of Vyapin Software Systems Private Ltd. The
software described in this document is furnished under a license agreement. The software may be used only in
accordance with the terms of that license agreement. It is against the law to copy or use the software except as
specifically allowed in that license. No part of this document may be reproduced or retransmitted in any form or by any
means, whether electronically or mechanically, including, but not limited to the way of: photocopying, recording, or
information recording and retrieval systems, without the express written permission of Vyapin Software Systems Private
Ltd. Visit our Website at http:// www.vyapin.com.
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SPList Export for SharePoint 2007 (SPListX)
USER'S MANUAL
TABLE OF CONTENTS
Page #
INTRODUCTION ........................................................................................................................................... 4
1)
SPLIST EXPORT FOR SHAREPOINT 2007 INSTALLATION REQUIREMENTS ......................................... 5
2)
SPLIST EXPORT FOR SHAREPOINT 2007 INSTALLATION OPTION ...................................................... 6
3)
SPLIST EXPORT FOR SHAREPOINT 2007 INSTALLATION PROCESS .................................................... 7
3.1.
Installation Launch ................................................................................................................. 7
3.2.
Select Installation Type........................................................................................................... 8
3.3.
Welcome Screen ...................................................................................................................... 9
3.4.
Readme Screen ......................................................................................................................10
3.5.
License Agreement .................................................................................................................11
3.6.
Installation - Destination Folder ...........................................................................................12
3.7.
Application Data Folder ........................................................................................................13
3.8.
Installation Progress .............................................................................................................14
3.9.
Installation Complete ............................................................................................................15
3.10.
How to uninstall SPListX? .....................................................................................................16
3.11.
Launching SPListX ................................................................................................................19
3.12.
Evaluation Screen (Information) ...........................................................................................20
4)
SPLISTX USER INTERFACE ..............................................................................................................21
4.1.
SPList Export for SharePoint 2007 (Main Screen) ................................................................21
4.2.
Task Manager ........................................................................................................................22
4.3.
Standard menu bar and toolbar .............................................................................................23
4.4.
Task List.................................................................................................................................23
4.5.
Task Properties ......................................................................................................................23
4.6.
Task Details ...........................................................................................................................24
4.7.
Task History ...........................................................................................................................25
5)
SPLISTX TASK MANAGEMENT ........................................................................................................26
5.1.
How to create a new task .......................................................................................................26
5.2.
How to edit an existing task ...................................................................................................28
5.3.
How to copy an existing task .................................................................................................29
5.4.
How to delete an existing task ...............................................................................................31
5.5.
How to run a task...................................................................................................................33
5.6.
How to run a task from command line ...................................................................................35
5.7.
Creating Windows Task in Windows Task Scheduler ............................................................38
5.8.
How to view or manage task status .......................................................................................40
5.9.
How to view task history ........................................................................................................42
5.10.
How to view activity log ........................................................................................................44
5.11.
How to remove a task history item.........................................................................................45
5.12.
How to manage task status ....................................................................................................46
5.13.
How to cleanup history ..........................................................................................................48
6)
EXPORT FILES AND METADATA USING BROWSE OPTION ...................................................................49
6.1.
Create Task ............................................................................................................................49
6.1.1. Export Options .......................................................................................................................51
6.1.2. SharePoint source location....................................................................................................52
6.1.3. Items to export .......................................................................................................................54
6.1.4. Destination Folder Options ...................................................................................................59
6.1.5. File Version Options ..............................................................................................................60
6.1.6. Metadata Options ..................................................................................................................63
6.1.7. File System Date Settings ......................................................................................................65
6.1.8. Folder Traversal Options ......................................................................................................66
6.1.9. Metadata File Settings ...........................................................................................................67
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7)
6.1.10.
Task Settings .....................................................................................................................69
EXPORT FILES AND METADATA USING A BATCH DESCRIPTOR FILE ...................................................71
7.1.
Create Task ............................................................................................................................71
7.1.1. Create Batch Descriptor File ................................................................................................73
7.1.2. Export Options.......................................................................................................................74
7.1.3. Batch descriptor file ..............................................................................................................75
7.1.4. Destination Folder Options ...................................................................................................77
7.1.5. File Version Options ..............................................................................................................78
7.1.6. Metadata Options ..................................................................................................................81
7.1.7. File System Date Settings ......................................................................................................83
7.1.8. Folder Traversal Option ........................................................................................................84
7.1.9. Metadata File Settings ...........................................................................................................85
7.1.10.
Task Settings .....................................................................................................................87
I.
Troubleshooting..........................................................................................................................89
II. Technical support .......................................................................................................................90
III.
How to register the software? ................................................................................................91
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SPList Export for SharePoint 2007 (SPListX)
Introduction
SPList Export for SharePoint 2007 (SPListX) is a powerful tool to export document / picture
library contents and associated metadata to the Windows File System. SPListX tool exports
SharePoint libraries, folders, documents, version histories and metadata to the desired
destination location. The software supports both, Microsoft Office SharePoint Server 2007 /
Windows SharePoint Services 3.0 environment and Microsoft SharePoint Portal Server 2003 /
Windows SharePoint Services 2.0 environment.
The functional benefits of using SPList Export for SharePoint 2007 include:
Provides a simple solution to export folders and files along with their associated metadata
Export files from different SharePoint libraries to file server or network shares
Export SharePoint libraries for offline viewing or backup / restore purposes
Exports each version of the document into a manageable folder structure in the file
system
Exports metadata into Comma Separated Values (CSV), MS-Excel (XLS), MS-Access
(MDB) format for easy viewing, re-import to another DMS or in-depth analysis
Propagates original Created Date & Last Modified Date in SharePoint to the file system
fields for each folder / document
Automates the export task through command-line or Windows Task Scheduler interface
Performs the export process based on the entries in the batch descriptor file
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1) SPList Export for SharePoint 2007 Installation Requirements
Hardware: Intel Pentium processor, 512 MB of RAM, 4 MB disk space to install SPListX
Software: Windows XP (or) Windows Vista (or) Windows Server 2003 with the latest
service packs and .NET Framework 2.0 or higher
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2) SPList Export for SharePoint 2007 Installation Option
SPList Export for SharePoint 2007 can be installed either from the installation file available on
your hard disk, or you can download the latest installation file from website (www.vyapin.com).
Before you start installing SPListX, we strongly recommend that you visit the website to check for
a new installation file. This way you can be sure to install the latest available version of SPList
Export for SharePoint 2007.
The trial version that you download will allow you to export only 250 documents from SharePoint
libraries to file systems during the evaluation period.
If you purchased your copy of SPListX on-line, your license key will have been delivered to you
via e-mail.
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3) SPList Export for SharePoint 2007 Installation Process
To install SPList Export for SharePoint 2007 on your computer, you need to get the latest
installation file. We recommended getting the latest installation file online. You can download the
file from the website (http://www.vyapin.com) / Downloads section.
Once you have downloaded and saved the installation file on your hard disk, you can launch the
installation process. The installation is a sequence of dialog windows with a brief description of
what do at each step. In the following, we offer an explanation for each dialog window:
3.1.
Installation Launch
The installation process starts with the SPList Export for SharePoint 2007 Logo.
Press the {Next} button to continue the installation process.
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3.2.
Select Installation Type
If you have older version of SPList Export for SharePoint 2007, it prompts whether you need to
repair SPList Export for SharePoint 2007 or presently remove the application from the hard disk
where SPList Export for SharePoint 2007 was installed.
It is requested to remove the installed version from the hard disk and install new version
(downloaded version).
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3.3.
Welcome Screen
The Welcome screen will be displayed, now press next button to proceed. You will be prompt to
the readme file.
Press the {Next} button to continue the installation process.
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3.4.
Readme Screen
Press the {Next} button to continue the installation process.
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3.5.
License Agreement
The License Agreement dialog provides the full wording of the SPListX license agreement.
Please read it carefully and confirm that you have read, understood and accept the agreement by
pressing the I Agree button. If you do not agree with the license agreement press the I Do Not
Agree button, and the installation process will be terminated immediately.
Having confirmed the license agreement you will be redirected to the location where SPList
Export for SharePoint 2007 to be installation.
Press the {Next} button to continue the installation process.
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3.6.
Installation - Destination Folder
The Destination folder dialog allows you to specify the location where SPListX should be
installed. By default, SPListX will be installed to the program files folder located on rive C:\. If you
want to change this location, use the Browse button to display the drive structure, and select the
respective folder. Press the Next button to confirm.
Press the {Next} button to continue the installation process.
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3.7.
User Manual
Application Data Folder
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3.8.
Installation Progress
SPList Export for SharePoint 2007 will now be installed in your Hard Disk.
Once the installation is successfully completed you will be prompt to the next screen.
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3.9.
Installation Complete
The Installation Complete dialog is the last step of the SPList Export for SharePoint 2007
installation process.
SPList Export for SharePoint 2007 is now installed on your computer and fully functional.
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3.10.
How to uninstall SPListX?
When you crate SharePoint export tasks in SPListX, the application creates Windows Scheduled
Tasks (to run the export tasks at the specified time interval) where SPListX is installed. Export
task results for every task run instance is also maintained in the computer as application files.
When you uninstall SPListX through Control Panel – Add / Remove Programs applet, Windows
Installer program will remove only the application files from your machine. But, the application
related files created by SPListX remain in the computer. In order to remove SPListX worker files
completely, the uninstall wizard provides a set of cleanup options to perform the cleanup
operation based on your selection.
Use this wizard to cleanup the files that are created by SPListX for SharePoint 2007 – application
selectively and uninstall SPListX completely from the machine.
Launch the uninstall wizard by clicking Start->Programs->SPListX for SharePoint 2007 ->
SPListX Uninstall Wizard.
The SPListX Uninstall Wizard dialog will be shown as below:
Click Next to proceed.
Select required cleanup options as shown below:
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Click Next to proceed.
Confirm the cleanup and / or uninstall process.
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Click Finish to run cleanup and / or uninstall process. Click Cancel to close the wizard.
Once the file cleanup process is complete, the uninstall wizard will automatically run Windows
Install program to remove SPListX application from the machine, if you have selected the cleanup
option Uninstall SPListX application in the wizard.
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3.11.
Launching SPListX
Having finished the SPList Export for SharePoint 2007 installation, SPList Export for SharePoint
2007 is accessible from the menu Start/All Programs/SPList Export for SharePoint 2007/SPListX
Once you select SPListX from Programs you will be prompt with the screen below. The screen
that you view shows that the application is under evaluation period and it also highlights the
number of days that you can use this application.
Note: SPListX evaluation version has the 15-day limit and the 250 documents from
SharePoint libraries to file system, whichever comes first.
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3.12.
Evaluation Screen (Information)
Press the Start button to continue.
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4) SPListX User Interface
4.1.
SPList Export for SharePoint 2007 (Main Screen)
Tool Bar
Task List Pane
Task Properties
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Task Details
Task History
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4.2.
Task Manager
SPListX creates export tasks for export process setup to export documents and metadata from
SharePoint to file systems; SPListX task Manager in the main application window will help you
manage SPListX export tasks and their corresponding task history. SPListX Task Manager
provides menu and tools to work with the tasks easily.
SPListX Task Manager contains a standard menu bar and toolbar along with four panes to
manage SPListX export task effectively:
Task List pane
Task Properties pane
Task Details pane
Task History pane
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4.3.
Standard menu bar and toolbar
Standard menu bar and toolbar contain all the commands (or actions) to work with a SPListX
export task
4.4.
Task List
Task List pane contains all export tasks created by the user. Task related operations such as Edit
Task, Copy Task, Delete Task and Run Now can be performed based on the selected task in the
Task List pane. The remaining panes will change their content based on the selected task. Total
task count will be displayed at the top of the banner.
4.5.
Task Properties
Task Properties pane displays the information about the currently selected task in Task List pane.
It provides information about Task Name, Task Type, Created On and Last Modified On. If the
currently selected task is setup to run using a Windows Scheduled Task (setup to run at a
scheduled time), then the Task Properties adds additional information about schedule task such
as Run As and Last Run status etc.
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4.6.
Task Details
Task Details pane displays the task settings about currently selected task in Task List pane.
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4.7.
Task History
Task History pane maintains every task run information as a list. It displays the required
information about task execution status. It displays Task's Start Time, End Time, Elapsed Time
and Remarks.
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5) SPListX Task Management
5.1.
How to create a new task
You can create a task to export folders and files along with their metadata from SharePoint
Library to file system or network share. SPListX facilitates exporting files and its associated
metadata from SharePoint library using the following export methods (or task types):
1. Export files and metadata using browse option: Export folders and files along with
metadata to the file system by browsing the SharePoint library contents.
2. Export files and metadata using a batch descriptor file: Export folders and files along
with metadata from SharePoint library to file system based on the entries in the descriptor
file.
1. Click New Task from SPListX main screen.
Or Select New Task from Task menu
Or Press Ctrl + N
2. Select a task type in New Task dialog and click OK.
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Click the links below for more information:
Create a task to Export files and metadata using the browse option
Create a task to Export files and metadata using a batch descriptor file
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5.2.
How to edit an existing task
To edit an existing task:
1. Select a task in the Task List pane.
2. Click Edit Task from SPListX main screen.
Or Select Edit Task from Task menu
Or Press Ctrl + E
3. SPListX Task Wizard will load the selected task settings and appears as seen in Create
New Task wizard. However, some of the options may be disabled when editing a task.
4. Click the links below for more information:
edit Export files and metadata using the browse option
edit Export files and metadata using a batch descriptor file
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5.3.
How to copy an existing task
To copy or create a new task from an existing SPListX export task:
Select a task from the Task List pane.
Click Copy Task from SPListX main screen.
Or Select Copy Task from Task menu
In Copy Task dialog, enter a new task name in Save As text-box; specify a Run As account and
Password (if applicable) and Click OK to create a new task with the same export
settings specified in the selected task.
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5.4.
How to delete an existing task
To delete a SPListX export task:
Select a task from Task List pane.
Click Delete Task from SPListX main screen.
Or Select Delete Task from Task menu
Or Press Del key
Click Yes in Delete Task message-box shown below:
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Note: Deleting a task will permanently delete the selected task and its task history
items.
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5.5.
How to run a task
SPListX 'Run Now' feature allows the user to instantiate a task anytime after the task has been
created. To run a SPListX export task:
Select a task from Task List pane
Click Run Now from SPListX main screen.
Or Select Run Now from Task menu
Or Press Ctrl + R key
Click Yes in Run Now confirmation message box shown below:
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The Credential Dialog will appear as shown below. The given credential will be used to connect
to the SharePoint site.
The current process of task will be reported in a new dialog as shown below:
Once the export task is complete, a new entry will be added in Task History section, where you
can view the export activity performed when the task ran last
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5.6.
How to run a task from command line
SPListX command line feature allows the user to instantiate a task from DOS command prompt
anytime after an export task has been created using SPListX's task wizard.
To run a SPListX export task from command line:
Usage:
SPListXTaskRunner <task name> [/u:<domain name\user name>] [/p:password] [/noprompt]
where,
SPListXTaskRunner
task name
/u
Name of the SPListX Task Runner
application. Specify absolute path where the
SPListXTaskRunner located.
For example:
C:\Program
Files\SPListX\SPListXTaskRunner
Name of the SPListX Task to be run from
DOS command prompt. Enclose the task
name in double quotes.
For example:
"Sample Task1"
Denotes user name context in which SPListX
task must be run in the domain\username
format. Enclose the user name in double
quotes.
For example:
"/u:voyager\administrator"
/p
/noprompt
Denotes the password for the user name
specified in /u parameter. Enclose the
password in double quotes.
For example:
"/p:2ab45fb"
This optional flag suppresses SPListX's login
dialog prompt to enter user credentials to
connect to SharePoint
If /noprompt flag is not used, then the Credential Dialog will appear as shown below. The given
credential will be used to connect to SharePoint.
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The export task will be reported in a new dialog as shown below
Once the export task is complete, click Refresh button available in Task History pane in SPListX
main application. A new entry will be added in Task History section, where you can view the
export activity performed when the task ran last.
Examples of invoking an export task from the command prompt:
C:\Program Files\SPListX> SPListXTaskRunner "mytask1" "/u:voyager\administrator" "/p:2az"
/noprompt
C:\Program Files\SPListX> SPListXTaskRunner "Sample Task1" "/u:voyager\adminuser"
"/p:2az$%&" /noprompt
D:\>"C:\Program Files\SPListX\SPListXTaskRunner" "Sample Task3" "/u:voyager\adminuser"
"/p:2az$%&" /noprompt
DOS batch file examples:
To execute SPListX task one by one from a batch file:
"C:\Program Files\SPListX\SPListXTaskRunner" "Sample Task1" "/u:voyager\adminuser"
"/p:2az$%&" /noprompt
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"C:\Program Files\SPListX\SPListXTaskRunner" "Sample Task2" "/u:voyager\testuser"
"/p:test" /noprompt
To execute multiple SPListX tasks simultaneously:
start "cmd" "C:\Program Files\SPListX\SPListXTaskRunner" "Sample Task1"
"/u:voyager\user1" "/p:ctest1" /noprompt
start "cmd" "C:\Program Files\SPListX\SPListXTaskRunner" "Sample Task2"
"/u:voyager\user2" "/p:ctest2" /noprompt
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5.7.
Creating Windows Task in Windows Task Scheduler
Use this tool to create a Windows Task in Windows Task Scheduler interface to automatically run
the export tasks at scheduled intervals.
This tool helps you to re-create the Windows Schedule Task in the following two scenarios:
To create Windows Schedule Task that was accidentally deleted and is required to be created
again with the same schedule settings
To create Windows Schedule Task when the SPListX export tasks are migrated from an old
machine to a new machine
Select a task from the Task List pane
If SPListX has enough information about the required Windows Schedule Task, the Create
Windows Task option will be enabled.
Select Create Windows Task from Task menu
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In Create Windows Task dialog, specify a Run As account and Password and Click OK to
create a new schedule task with the same schedule settings that was previously saved by
SPListX Export Task Wizard.
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5.8.
How to view or manage task status
To view and manage task status of a selected task:
Click Task Status from SPListX main screen.
Or Select Task Status from Tools menu
The Task Status dialog appears as shown below:
Show status for <n> days: Upon clicking Go button, displays task history entries of all
tasks that were run within the specified number of days.
Refresh: Reloads the task history entries and updates the newly run tasks (if any).
View activity log: Displays activity log of the currently selected task history item.
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Remove: Removes the currently selected task history entry and its associated log folders
and files.
Remove all: Removes all task history entries and their associated log folders and files
that are currently displayed.
Click Close button to close this window.
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5.9.
How to view task history
When an export task is run in SPListX, the task export information is maintained in the
'TaskHistory” folder. The task history information can be seen at right-bottom of SPListX
application's main window.
To view task history of a particular task:
Select a task from Task List pane.
The history of task will be displayed at right-bottom of SPListX main window as shown below.
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Where
Start Time -> Date and Time a task was initiated.
End Time -> Date and Time a task completed its export process
Elapsed Time -> Total time (hh:mm:ss) a task has taken to complete its export process.
Remarks -> Brief remark about the status of export.
Possible Remarks
Completed successfully
Incomplete: refer activity log
Incomplete: eval limit reached
Terminated: canceled by user
Terminated abnormally
Failed: the following error occurred while
creating activity log
Description
Export process was completed successfully
without any errors
Export process encountered certain errors as
described in the activity log
Export process reached the maximum allowed
number of files to export in evaluation / trial
version. This message is applicable for
evaluation / trial version only.
Export process was canceled by the user.
The export process was abnormally
terminated / killed.
The export process could not be initiated as
there were issues in creating the activity log
files and initiating the export process.
The following operations can be performed on Task history items:
o
o
o
o
View activity log
Remove a task history item
Manage task status
Cleanup history
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5.10.
How to view activity log
To view activity log associated with a task history item:
Select an item from Task History pane.
Click View Activity Log from SPListX main screen.
Or Select View Activity Log from Tools menu
The activity log of a task is classified into four different categories (seen under separate tabs):
a) Task Statistics: Displays a brief summary of the task export summary statistics and detailed
statistics for each library.
b) Task Results: Displays detailed result of each task level check.
c) File Errors: Displays detailed report of errors that occurred during export.
d) File Results: Displays detailed log of all items processed in the export task.
e) Task settings: Displays settings specified for the task at the time of export.
Note: For all errors, refer File Errors section of Activity Log to view a description of the
actual error that occurred during export.
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5.11.
How to remove a task history item
To remove a task history item:
Select item from Task History pane.
Click Remove from SPListX main screen.
Or Select Remove Activity Log from Tools menu
This will remove the currently selected activity log entry and log folders & files associated with the
task history item. To maintain task history items, see Cleanup history and Task Status.
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5.12.
How to manage task status
To view and manage task status of a selected task:
Click Task Status from SPListX main screen.
Or Select Task Status from Tools menu
The Task Status dialog appears as shown below:
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a) Show status for <n> days: Upon clicking Go button, displays task history entries of all tasks
that were run within the specified number of days.
b) Refresh: Reloads the task history entries and updates the newly run tasks (if any).
c) View activity log: Displays activity log of the currently selected task history item.
d) Remove: Removes the currently selected task history entry and its associated log folders
and files.
e) Remove all: Removes all task history entries and their associated log folders and files that
are currently displayed.
f) Click Close button to close this window.
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5.13.
How to cleanup history
SPListX maintain the task history of each task run in the application task history folder e.g.,
C:\Program Files\SPListX\TaskHistory\<taskname>\<timestamp>. Over a period of time, the task
history folder grows in size. We recommend cleaning up the task history periodically to control the
disk space usage. To cleanup task history, perform the following steps given below:
Click Cleanup History from SPListX Task Manager.
Or Select Cleanup History from Tools menu
The Cleanup History dialog appears as shown below:
a) Selecting Retain task history for last <n> runs only option will remove all history entries for
each task that are older than <n> runs (task instances).
b) Selecting Retain task history for last <n> days only option will remove all history entries for
each task that are older than <n> days.
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6) Export files and metadata using browse option
6.1.
Create Task
To create a task to export folders / files along with their metadata from SharePoint Library to file
system or network share:
Select Export files and metadata using the browse option in SPListX Task Options dialog as
shown below and click OK.
The SPListX Task Wizard appears as shown below
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a) Click Next button
b) Specify the SharePoint source location
c) Specify Folders and Files to export
d) Specify Destination folder option
e) Specify File Version Options
f)
Specify Metadata Options
g) Specify File System Date Settings
h) Specify Task Settings
i)
Specify Folder Traversal Options
j)
Specify Metadata File Settings
k) Specify Task Settings
l)
Click Finish button to create the task, or click Back button to change the task settings.
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6.1.1. Export Options
You can create a task to export folders / files along with their metadata from SharePoint Library to
file system or network share. The export task enables users to select the export options in order
to specify his requirements.
Export both physical files and metadata: Export SharePoint library contents and its
associated metadata to the local file system or network share.
Export physical files only: Export SharePoint library contents (folders/files) to the local
file system or network share. Metadata will not be exported.
Export metadata only: Export metadata for SharePoint library files to the local file
system or network share. Physical files will not be exported.
The Export Options step appears as shown below:
Select the required export options. The wizard guides you with the steps accordingly.
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6.1.2. SharePoint source location
To specify a SharePoint URL of a site / library / folder location from which you wish to export
folders and files to the file system, perform the steps given below:
The SharePoint source location step appears as shown below:
Specify a valid SharePoint URL in the URL textbox. You can specify a SharePoint site, library or
folder location in the URL textbox. SPListX will load the tree view of the source location from the
level specified in this textbox.
Specify the user‟s credentials to connect to the SharePoint URL specified above using the
options given below.
Use currently logged on user context - Connect to SharePoint URL using the currently
logged on user context
Use the following credential - Connect to the SharePoint URL using a different user
context. Enter the user name as <DOMAIN NAME>\<USER NAME> and its
corresponding password.
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Click Next to proceed.
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6.1.3. Items to export
To add folders and files to export to the destination location in the file system:
The Items to export step appears as shown below:
Click Add / Edit button to add and remove the folders and files for export.
The Select items to export dialog appears as shown below:
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Select items to export dialog contains a textbox (top), tree-view (top-left) and a list-view (topright), which provides explorer like view to select folder / file to export. You will also see a textbox
(middle) and browse button, which enables selection of destination location to export folders /
files.
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Browse the source folders and files of connected SharePoint library and select the required
folders and files from either tree view (top left pane) or list view (top right pane). Select a
destination location using browse option or enter the destination location path in the textbox and
click Add button to export selected items.
All folders, files, document libraries of a site and its sub site can be exported by selecting Site
collection node from tree-view.
All folders, files, documents libraries of a area and its sub area of SharePoint 2003 environment
can be exported to file system.
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The selected top level site, sub sites, document library, folders and files added for export will be
displayed in the Items added for export grid. SPListX processes the top-level folders and fiels
added for export in the order in which it appears in the Item added for export grid. The export
process order can be changed by the navigation buttons available in the right side of the grid.
Click OK button to proceed or click Cancel to discard the changes.
Items to export steps contains top level site, sub sites, document library, folders and files added
for export as shown below:
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Click Next to proceed.
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6.1.4. Destination Folder Options
SPListX will create destination folders based on the following options given below.
The Destination Folder Options specification wizard step appears as shown below:
Select from the following options:
a.
Do you want to create top-level folder(s) included for export? – The top-level folder
is the folder added or specified for export by the user. SPListX will commence the export
process from this top-level folder. Select the appropriate option to create the top-level
folder by selecting the option (Yes/No).
b.
Do you want to create current timestamp folder under destination location? – This
option creates timestamp folder under the specified destination location. This option may
be useful when scheduling the export process or when repeated exporting contents to the
same destination location. Select the appropriate option to create the timestamp folder by
selecting the option (Yes/No).
c.
Do you want to create destination folder path if it does not exist? - This option
creates the full folder path in the destination location, if the specified path is not available
in the specified location.
Click Next to proceed.
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6.1.5. File Version Options
To selectively export document versions to the destination location:
The File Version Options step appears as shown below:
By default, Latest version only option is selected. Document version settings will be used for
each of the documents exported from the library.
Select any one of the following version settings.
a. Latest version only - Export the latest document version from the source.
b. Export version range - Export only document versions specified in the range from
the source library e.g., versions 2 to 5
c. All versions - Export all document versions available in the source library.
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Note: When selecting All versions or Export version range option, a version folder
name must be provided in Version Folder Name textbox. When exporting document
versions, a new folder with the name specified in the textbox will be created as a sub-folder
in the folder hierarchy and the respective versions will be exported to the corresponding
version folder. For example if "ver" is entered in the textbox, the respective document
versions will be stored in folders such as "ver1", "ver1.1", "ver2" etc.
The following table illustrates how file version folders are created:
For example, SharePoint folder “SampleFolder1” contains 3 files (that in turn have 2 files
versions) and one subfolder “SampleFolder11”. SampleFolder11 contains 2 files.
Sample Folder1
Level1
Sample Folder11
Level 2
Level 3
Sample file 4.gif
Sample file 5.csv
V1.0
Sample file 4.gif
Sample file 5.csv
V2.0
Sample file 4.csv
Sample file 5.csv
Sample file 1.txt
Sample file 2.bmp
Sample file 3. pdf
V1.0
Sample file 1.txt
Sample file 2.bmp
Sample file 3.pdf
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V2.0
Sample file1.txt
Sample file 2.bmp
Sample file 3.pdf
When these SharePoint folder along with all available file versions are exported to file system,
folder “SampleFolder1” contains its Subfolder “SampleFolder11”, all the 3 files, and the file
version folders “v1.0”, “v2.0”.
All files in “SampleFolder1” have 2 versions, Latest versions of the files reside under
SampleFolder1 and additionally, file versions reside under the respective version folder. Version
folder structure for subfolder “SampleFolder11” also will resemble “SampleFolder1” structure as
shown above.
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6.1.6. Metadata Options
To selectively export metadata columns from the SharePoint library:
The Metadata Options step appears as shown below:
Select any one of the following metadata settings:
Do not export columns - This option does not export columns.
Export all columns - Exports all columns available in the source library, including
SharePoint system columns such as Created, Modified, Approval Status, etc
Export all user defined columns - Exports all columns that are created by the
SharePoint user
Export selected columns - Exports columns that are specified in the textbox
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Click Next to proceed.
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6.1.7. File System Date Settings
To propagate the system date fields – Created Date and Last Modified Date to respective folder
and file in the file system, follow the information outlined below:
The File System Date Settings step appears as shown below:
Select File System Date Settings:
The date options given below will assign the respective data field values in the file system as in
the original SharePoint library.
o
o
Retain created date – To carry forward Created Date field from the source folders and
files
Retain modified date – To carry forward Last Modified Date field from the source folders
and files
Note: You can propagate original created date and last modified date for folders and
files to the NTFS file system. In FAT file system, the last modified date alone will be
retained as in source.
Click Next to proceed.
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6.1.8. Folder Traversal Options
SPListX will export the folders, files and associated metadata based on the following options.
The Folder Options specification step appears as shown below:
Select any one of the following options given below to specify the contents to be exported from
the source folders in SharePoint:
a) Export the source library files, including all its sub-folders - This option exports
folders and files exactly as they are in source SharePoint library. The source folder
structure in the library will be retained in the destination location.
b) Export the source library files, but exclude all its sub-folders - This option exports
files available in the top-level folders only. SPListX will not traverse the sub-folders within
the top level folders.
c) Export the source library sub-folders, but exclude all its files (folder structure only)
- This option creates the sub-folder structure in the destination location and ignores all
files that are available within the added top level folder and sub-folders.
d) Export the source library files, including files in sub-folders, but exclude all its
sub-folders – This option exports files only and ignore its source folder structure in the
source library. In case of duplicate file names, file exported last will overwrite the existing
file in the destination location.
Click Next to proceed.
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6.1.9. Metadata File Settings
To specify the metadata file location where the folder and file metadata is to be exported:
The Metadata File Settings step appears as shown below:
Specify a folder path where the selected items' metadata are to be exported. You can also Click
browse ('...') button to launch folder browser dialog.
Note: Ensure that the user context in which SPListX export process will run has
sufficient permissions to create, edit and delete folders and files in the specified export
path.
Select a metadata file format using the following options:
Comma delimited (CSV) - Export metadata column values to comma separated values
(CSV) file format.
Microsoft Access (MDB) - Export metadata column values to a Microsoft Access database
format.
Microsoft Excel (XLS) - Export metadata column values to Microsoft Excel format.
Select a metadata file naming mask to use when creating the metadata file. Metadata file will be
named based on the selected file naming options and checked status of the timestamp option.
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Library name – Metadata file will be named with the SharePoint library name. For example:
Shared Documents.csv (or) Shared Documents_20081223-203220.csv
Site name with library name - Metadata file will be named with site name, an underscore
followed by SharePoint library name. For example: ProjectSite_Shared Documents.csv (or)
ProjectSite_Shared Documents_20081223-203220.csv
Absolute library URL- Metadata file will be named with Absolute URL of the SharePoint library.
For example: rd61_9000_ProjectSite_Shared Documents.csv (or) rd61_900_ProjectSite_Shared
Documents_20081223-203220.csv
Click Next to proceed.
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6.1.10.
Task Settings
To specify the task name and schedule settings:
The Task Settings step appears as shown below
Enter a unique task name in Task Name textbox.
Select a Task Option from one of the following options:
Run task upon clicking Finish button – to run the task immediately after clicking Finish
button
Run later – to run the task later as and when desired
Create Schedule task – to create a Windows scheduled task. SPListX will create a
schedule task in the Windows Scheduled Tasks with the given settings. SPListX will
perform the export based on the Run As user account specified in this step. The Run As
account should be a valid Windows domain account.
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Click Finish button to create the task.
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7) Export files and metadata using a batch descriptor file
7.1.
Create Task
Create a task to export folders / files along with their metadata from SharePoint Library to file
system or network share based on the entries in the descriptor file. SPListX will process the files
in the order in which they appear in the batch descriptor file.
Select Export files and metadata using a batch descriptor file option in SPListX Task
Options dialog as shown below and click OK.
The SPListX Task Wizard appears
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Click Next button
Specify Export Option
Specify Batch Descriptor File
Specify Destination folder Option
Specify File Version Options
Specify Metadata Options
Specify File System Date Settings
Specify Folder Traversal Options
Specify Metadata File Settings
Specify Task Settings
Click Finish button to create the task, or click Back button to change the any task settings.
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7.1.1. Create Batch Descriptor File
The following section gives you the guidelines to create an external batch descriptor file for
Export files and metadata using a batch descriptor file task type.
o
The first row of the metadata file should contain the Field Names as headers.
o
2. The first field should be named as 'Path' and second field should be named as
'Destination Path'.
The other field names should be separated by a delimiter character such as comma (,), semicolon (;) etc. The delimiter character used in the external metadata file should be same as 'List
Separator' defined in locale settings in 'Regional and Language Options' in Control Panel and
'Format'
string
value
available
in
the
registry
key:
(HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Jet\4\Engines\Text).
The following table shows the equivalent Format string for 'List Separator' in the registry key:
List Separator
, (comma)
; (semi-colon)
* (asterisk)
Equivalent Format String
CSVDelimited
Delimited (;)
Delimited(*)
The first column of all the rows should contain the source URL of the library or folder or file or
folder. In other words, the source path should be either a SharePoint Library URL (e.g.,
http://rd60:5000/Shared Documents ) or sub-folder URL within SharePoint Library (e.g.,
http://rd60:5000/Shared Documents/sample folder1) or file URL within the SharePoint Library
(e.g., http://rd60:5000/shared documents/sample folder1/SampleDocument.doc)
The second column of all the rows should contain the destination folder location e.g., "C:\My
Projects\" (or) \\FileServer\My Documents, where the exported item is stored.
Be consistent with the drive letters and UNC path when exporting folders and files from a
SharePoint library. If you use local / mapped drives to export files, ensure the 'Destination Path'
field has the corresponding local / mapped drive path (e.g., M:\My Documents). If you use shares
to export file, ensure the 'Destination Path' field has the corresponding UNC path
(e.g.,\\Machine_Name\Share_Name).
For CSV and TXT formats, all field names and their corresponding metadata values should be
enclosed within double quotes (“ ”) e.g., “http://rd60:5000/Shared Documents/sample folder1”.
When using accent characters such as [á é í ó] in folder / file names, the CSV / TXT metadata file
must be in UNICODE encoded format.
For Microsoft Excel file formats (XLS / XLSX), do not enclose the field names and their
corresponding values within double quotes.
Sample format of a CSV / TEXT batch descriptor file:
Note
Refer Point #2 for the separator to be used in the batch descriptor file
“Path”,“Destination Path“
“http://rd60:5000/shared documents/Sample Brochure.doc“,“C:\My Documents”
“http://rd60:5000/shared documents/sample folder1“,“\\RD60\ExportDocs\shared doc contents”
“http://rd60:5000/shared documents“,“C:\My Sales\Shared Documents Library Backup”
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7.1.2. Export Options
You can create a task to export folders / files along with their metadata from SharePoint Library to
file system or network share. The export task enables users to select the export options in order
to specify his requirements.
Export both physical files and metadata: Export SharePoint library contents and its
associated metadata to the local file system or network share.
Export physical files only: Export SharePoint library contents (folders/files) to the local
file system or network share. Metadata will not be exported.
Export metadata only: Export metadata for SharePoint library files to the local file
system or network share. Physical files will not be exported.
The Export Options step appears as shown below:
Select the required export options. The wizard guides you with the steps accordingly.
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7.1.3. Batch descriptor file
You can create a SPListX export task using a batch descriptor file that specifies the folders and
files to export from the SharePoint library and destination file system location. SPListX will export
the folders, files and associated metadata based on the entries in the batch descriptor file.
The Batch descriptor file specification step appears as shown below:
Click (...) button to select the batch descriptor file. The descriptor file can be in any one of the
following file formats - Comma delimited (CSV), Microsoft Excel (XLS, XLSX) or Text file (TXT).
The external metadata file will automatically be extracted once the file name is specified. If you
are using Microsoft Excel based file format, then select the sheet name to use from the dropdown.
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Click Next to proceed.
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7.1.4. Destination Folder Options
SPListX will create destination folders based on the following options
The Destination Folder Options specification step appears as shown below:
Select from the following options:
Do you want to create top-level folder(s) included for export? – The top-level is the folder
added or specified for export by the user. SPListX will commence the export process from this
top-level folder. Select the appropriate option to create the top-level folder by selecting the option
(Yes/No).
Do you want to create current timestamp folder under destination location? - This option
creates timestamp folder under the specified destination location. This option may be useful when
scheduling the export process or when repeated exporting contents to the same destination
location. Select the appropriate option to create the timestamp folder by selecting the option
(Yes/No).
Do you want to create destination folder path if it does not exist? - This option creates the
full folder path in the destination location, if the specified path is not available in the specified
location.
Click Next to proceed.
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7.1.5. File Version Options
To selectively export document versions to the destination location:
The File Version Options step appears as shown below:
By default, Latest version only option is selected. Document version settings will be used for
each of the documents exported from the library.
Select any one of the following version settings.
Latest version only - Export the latest document version from the source.
Export version range - Export only document versions specified in the range from the source
library e.g., versions 2 to 5
All versions- Export all document versions available in the source library.
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Note: When All versions or Export version range option, a version folder name must be
provided in Version Folder Name textbox. When exporting document versions, a new folder
with the name specified in the textbox will be created as a sub-folder in the folder hierarchy and
the respective versions will be document versions will be stored in folders such as “ver1”,
“ver1.1”, “ver2” etc.
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The following table illustrates how file version folders are created:
For example, SharePoint folder “SampleFolder1” contains 3 files (that in turn have 2 file versions)
and one subfolder “SampleFolder11”. SampleFolder11 contains 2 files.
Sample Folder1
Level 1
Sample Folder 11
Level 2
Level 3
Sample file 4.gif
Sample file 5.csv
V1.0
Sample file 4.gif
Sample file 5.csv
V2.0
Sample file 4.csv
Sample file 5.csv
Sample file 1.txt
Sample file 2.bmp
Sample file 3.pdf
V1.0
Sample file 1.txt
Sample file 2.bmp
Sample file 3.pdf
V2.0
Sample file 1.txt
Sample file 2.bmp
Sample file 3.pdf
When these SharePoint folders along with all available file versions are exported to file system,
folder “SampleFolder1” contains its Subfolder “SampleFolder11”, all the 3 files, and the file
version folder “v1.0”, “v2.0”.
All files in “sampleFolder1” have 2 versions. Latest versions of the files reside under
SampleFolder1 and additionally, file versions reside under the respective version folder. Version
folder structure for subfolder “sampleFolder11” also will resemble “SampleFolder1” structure as
shown above.
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7.1.6. Metadata Options
To selectively export metadata columns from the SharePoint library:
The Metadata Options step appears as shown below:
Select any one of the following metadata settings:
Do not export columns - This option does not export columns.
Export all columns – Exports all columns available in the source library, including SharePoint
system columns such as Created, Modified, Approval Status, etc.
Export selected columns – Exports columns that are specified in the textbox.
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Click Next to proceed.
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7.1.7. File System Date Settings
To propagate the system date fields – Created Date and Last Modified Date to respective folder
and file in the file system, follow the information outlined below:
The File System Date Settings step appears as shown below:
Select File System Date Settings:
The date options given below will assign the respective data field values in the file system as in
the original SharePoint library.
o
o
Retain created date – To carry forward Created Date field from the source folders and
files.
Retain modified date – To carry forward Last Modified Date field from the source folders
and files
Note: You can propagate original created date and last modified date for folders and files to
the NTFS file system. In a FAT file system, the last modified date alone will be retained as in
source.
Click Next to proceed.
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7.1.8. Folder Traversal Option
SPListX will export the folders, files and associated metadata based on the following options.
The Folder options specification step appears as shown below:
Select any of the following options given below to specify the contents to be exported from the
source folders in SharePoint:
Export the source library files, including all its sub-folders – This option exports folder and
files exactly as they are in source SharePoint library. The source folder structure in the library will
be retained in the destination location.
Export the source library files, but exclude all its sub-folders – This option exports files
available in the top-level folders only. SPListX will not traverse the sub-folders within the top level
folders.
Export the source library sub-folders, but exclude all its files (folder structure only) – This
option creates the sub-folder structure in the destination location and ignores all files that are
available within the added top level folder and sub-folders.
Export the source library files, including files in sub-folders, but exclude all its sub-folders
– This option exports files only and ignore its source folder structure in the source library. In case
of duplicate file names, file exported last will overwrite the existing file in the destination location.
Click Next to proceed.
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7.1.9. Metadata File Settings
To specify the metadata file location where the folder and file metadata is to be exported:
The Metadata File Settings step appears as shown below:
Specify a folder path where the selected items‟ metadata are to be exported. You can also Click
browse („…‟) button to launch folder browser dialog.
Note: Ensure that the user context in which SPListX export process will run has sufficient
permissions to create, edit and delete folders and files in the specified export path.
Select a metadata file format using on of the following options:
Comma delimited (CSV) – Export metadata column values in comma separated values (CSV)
file format.
Microsoft Access (MDB) – Export metadata column values in Microsoft Access database
format.
Microsoft Excel (XLS) - Export metadata column values in Microsoft Excel format.
Select a metadata file naming mask to use when creating the metadata file. Metadata file will be
named based on the selected file naming options and checked status of the time stamp option.
Library name – Metadata file will be named with the SharePoint library name. For example:
Shared Documents.csv (or) Shared Documents_20081223_203220.csv
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Site name with library name – Metadata file will be named with site name, an underscore
followed by SharePoint library name. For example: ProjectSite_Shared Documents.csv (or)
ProjectSite_Shared Documents_20081223-203220.csv
Absolute library URL – Metadata file will be named with Absolute URL of the SharePoint library.
For example:Rd61_900_ProjectSite_Share Documents.csv (or) rd61_9000_ProjectSite_Shared
Documents_20081223-203220.csv
Click Next to proceed.
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7.1.10.
Task Settings
To specify the task name and schedule settings:
The Task Settings step appears as shown below:
Select a Task Option from one of the following options:
Run task upon clicking Finish button – to run the task immediately after clicking Finish button
Run later - to run the task later as and when desired.
Create Schedule task - to create a Window scheduled task. SPListX will crate a schedule task in
the Windows Scheduled Tasks with the given settings. SPListX will perform the export based on
the Run AS user account specified in this step. The Run As account should be a valid Windows
domain account.
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Click Finish button to create the task.
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I. Troubleshooting
If and when a problem arises, please forward the following files to [email protected] to get
back to you with a solution. These files will be available where SPListX is installed.
1.
2.
Error log file - e.g., <Application Data Folder>\SPListX\Log\SPListXErrorLog.txt
For issues while running a task, the Activity Log and Error Log files will be generated in
a date and time-stamp folder within the task folder name under TaskHistory folder.
a) Activity log file - e.g., <Application Data Folder>\SPListX\TaskHistory\SPListX
Task\20060522-183919\logs\ActivityLog.txt
b) Error log file - e.g., <Application Data Folder>\SPListX\TaskHistory\SPListX
Task\20060522-183919\logs\ActivityErrors.txt
c) Metadata log file - e.g., <Application Data Folder>\SPListX\TaskHistory\SPListX
Task\20060522-183919\logs\MetadataErrors.txt
d) SPListX error log file - e.g., <Application Data
Folder>\SPListX\TaskHistory\SPListX Task\20060522183919\logs\SPListXErrorLog.txt
e) Task settings file - e.g., <Application Data Folder>\SPListX\TaskHistory\SPListX
Task\20060522-183919\settings\Details.xml
f) Library settings file - e.g., <Application Data
Folder>\SPListX\TaskHistory\SPListX Task\20060522183919\settings\LibrarySettings.xml
g) Process details file - e.g., <Application Data
Folder>\SPListX\TaskHistory\SPListX Task\20060522183919\settings\ListItemProcessCount.xml
Note: <Application Data Folder>is the common area where SPListX tasks and task history
will be stored in the machine running SPListX. The <Application Data Folder> specified at the
time of installing SPListX can be found from the Help->About screen. The default path of
<Application Data Folder> is as follows:
o
o
Windows XP, Windows 2003 – C:\Documents and Settings\All Users\Application Data
Windows Vista or later – C:\ProgamData
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II. Technical support
Please send all Technical Support questions to [email protected].
Please send us the following additional information if you are reporting a problem:
a) Version of SPListX that you are evaluating or you have registered with us. Version
information could be found in the "About" Screen and in "Help".
b) Additional services or resource consuming processes/applications (like anti-virus) running
in the background on SPListX installed machine as well as the source MOSS / WSS and
destination.
c) Hardware configuration of the machine where SPListX and MOSS / WSS is installed.
d) 'Service Pack' version of Windows Server & MOSS / WSS running currently.
e) Send us the "SPListXErrorLog.txt" available in the installation path of SPListX (e.g.,
<Application Data Folder>\SPListX\Log\).
f) While running a task, a set of files (ActivityLog.txt, ActivityErrors.txt, MetadataErrors.txt
and SPListXErrorLog.txt) will be generated under the respective task folder in History
folder, available in the installation path of SPListX (e.g., <Application Data
Folder>\SPListX2007\TaskHistory\<taskname>\<timestamp>).
Note: <Application Data Folder>is the common area where SPListX tasks and task history
will be stored in the machine running SPListX. The <Application Data Folder> specified at the
time of installing SPListX can be found from the Help->About screen. The default path of
<Application Data Folder> is as follows:
o
o
Windows XP, Windows 2003 – C:\Documents and Settings\All Users\Application Data
Windows Vista or later – C:\ProgamData
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III. How to register the software?
Once you purchase the software online or through any one of our resellers, you will receive a sale
notification through e-mail from our sales department. We will send you an e-mail with the
necessary instructions to activate the software.
In case you do not receive an e-mail from our sales team after you purchase the software, please
send the following information to our sales department at [email protected] with the sales order
number:
Company Name: End-user Company Name
Location: City & Country for the Company Name given above
Please allow 12 to 24 hours from the time of purchase for our sales department to process your
orders.
Image 1 - Activate screen
Perform the following steps to activate the software:
1. Download evaluation/trial copy of software from the respective product page available in
our website at http://www.vyapin.com/
2. Install the software on the desired computer.
3. You will receive a license key through e-mail as soon as the purchase process is
complete.
4. Click 'Activate' in Help -> About -> Activate menu to see the Activate dialog (as shown in
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Image 1).
5. Copy the license key sent to you through email and paste it in the 'License Key' textbox.
6. For help on how to copy the license key, click 'Click here to see how to copy and paste
the license key' link in the Activate dialog (as shown in Image 2).
Image 2 - How to copy license key screen
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